Grants Specialist

Xerces Society Inc

Portland, Oregon

Job Type Permanent
Salary Details $25.50 - $26.00/ Hr

LOCATION: Remote, but preference for the West Coast

COMPENSATION: $25.50 - $26.00

JOB START DATE: November 2023



All applications must be submitted via our application website at: http://bit.ly/xerces-jobs

We are committed to creating a more diverse workforce that is welcoming to all employees and the communities we serve. As part of the application process, please be prepared to answer a brief essay question (1,000 characters or less) in which you describe some ways you might help Xerces collaborate with diverse audiences or historically excluded communities in this role.

Xerces is happy to provide accommodations for the job application process if needed. If you need an accommodation to complete the job application process, please email reasonable.accomodation@xerces.org


Come join a growing team of conservation professionals at the Xerces Society who are dedicated to protecting some of the world's most important animals. We are seeking a skilled and collaborative Grants Specialist.

At Xerces, we harness the knowledge of scientists and the enthusiasm of the public to implement conservation programs. We take action by helping farms and public agencies develop conservation plans for pollinators and beneficial insects, producing ground-breaking publications on insect conservation, training thousands of farmers and land managers to protect and manage habitat for beneficial insects, protecting endangered species and their habitat, and engaging the public to raise awareness about invertebrates found on farms, forests, prairies, deserts, streams, wetlands, towns and cities. Our methods focus on habitat conservation planning, education, scientific analysis, advocacy, and applied research to conserve invertebrates, such as bees, butterflies, mollusks, and fireflies.


The Grants and Corporate Giving team is responsible for grants, contracts, and contributions from foundations, businesses, and government agencies; these institutional sources of funding make up a significant share of the organization's annual budget. This team works closely with the Executive Director, Program Directors, and the Communications, Membership, and Finance teams.

The Grants Specialist is responsible for project managing a sub-portfolio of grants and service contracts from government agencies, consulting firms, non-profits, and businesses. Within this portfolio, the Specialist facilitates the fundraising process, from identifying prospects to proposal development and submission, grant administration, funder acknowledgement, and reporting. The Specialist works closely with the Grants and Corporate Giving Team, the Finance Team, the Executive Director and Program Directors on securing and managing grants and service contracts to achieve Xerces' fundraising goals. The Specialist helps maintain the Grants and Corporate Giving Team's database and works closely with finance staff to ensure proper administration of grants and contracts to support the Xerces Society's record of clean audits. The Specialist is accountable for tracking and managing proposals and reporting deadlines and ensures that grant deadlines are met by coordinating with program staff.


Working both independently and as part of the Grants and Corporate Giving team, the Grants Specialist will:

  • Uses their discretion to identify and research prospective grant opportunities that align with Xerces' priorities and capabilities; work in coordination with Program Directors, Executive Director, and Grants team to determine which prospects to pursue.
  • Autonomously lead and support the development of new funding proposals working with the Executive Director, program and finance staff, and project partners, where applicable. This process includes coordinating with program staff on scope of work, preparing project budgets with Program Directors and finance staff, developing internal timelines for proposal completion, providing guidance and feedback to program staff on proposal content, writing and editing compelling proposals, completing and compiling required grant documents, and proofreading. Responsible for the overall final submission and ensures that deadlines are met.
  • Track, develop, edit, and submit grant reports working with program staff, Program Directors and/or the Executive Director, and coordinate with the finance team on financial reporting.
  • Responsible for working with financial and program staff to ensure proper compliance of grants and contracts. Support the maintenance of all grant and contract files and coordinate with the finance team throughout the year on documentation needed for audit preparation.
  • Helps maintain the calendar of grant submission deadlines and reporting requirements for funded projects; submit grant applications and program and financial reports within required timeframes to ensure compliance with funders' requirements.
  • Helps maintain funder contacts and files. Works with the Executive Director, Director of Grants and Corporate Giving, and program staff to establish and maintain funder relationships.
  • Support the Grants and Corporate Giving team with other tasks as needed.

STATUS & SCHEDULE: Full-Time, Hourly, Non-exempt position, scheduled to work ~ 40 hours/week. Schedule can be made flexible consistent with work requirements. This position can be 100% remote or if the individual is located in Portland Oregon, they may be able to utilize our office space if needed.

BENEFITS: This position includes a generous benefits package including; twelve paid holidays, paid time off accrued at a rate of 1.73 hours for every 30 hours of pay (15 days per year for a 40 hour/week schedule), medical, dental, vision, and prescription drug coverage, the option to participate in a pre-tax flexible spending account for medical and dependent care expenses, short-term disability insurance where not provided under state law, long-term disability insurance, participation in a 401k retirement program with employer contribution match upon meeting eligibility requirements, and a flexible work environment.

TERMS: The Xerces Society is an at-will employer. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

MORE INFORMATION: For more information on the Xerces Society and our programs, please see our website: www.xerces.org


All applications must be submitted via our application website at: http://bit.ly/xerces-jobs


The Xerces Society is proud to be an Affirmative Action/Equal Opportunity Employer including disability and veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.


We request priority referral of protected veterans for all openings with our organization. In order to be considered for employment, all applicants for employment with Xerces Society, apply through our Job Board. When referring or being referred as a candidate, including protected veterans, please refer them to this applicant site; http://bit.ly/xerces-jobs.

Xerces Society Inc



  • Excellent attention to detail.
  • Excellent research, writing, editing and proofreading skills.
  • Excellent oral and written communication skills.
  • Proficiency with Microsoft Office and Google Suite; with strong spreadsheet, word processing, and data entry skills; as well as other basic computer skills.
  • Ability to meet deadlines and juggle multiple tasks, working as a member of a team.
  • Ability to complete work with little supervision, and embrace a range of duties as required.
  • Enthusiasm for building new skills, particularly in the area of nonprofit development.
  • Ability and willingness to work with diverse teams and constituents in a respectful, equitable, and inclusive fashion.


  • Nonprofit development experience, particularly with institutional donor prospect research, application processes and administration.
  • Knowledge of federal grant administration.
  • Demonstrated interest or work in supporting environmental conservation issues.
  • Experience with nonprofit CRM database(s).



  • Associate degree or higher from an accredited college or university in communications, marketing, writing or relevant area of study or substantially equivalent training/experience.
  • Must have current authorization to work in the United States with any employer. Visa sponsorship is not provided for this position.


Be able to perform the following with reasonable breaks and/or reasonable accommodations:

  • Operate a computer and other office productivity machinery, such as a telephone, copy machine, and computer printer for periods of 1-8 hours.

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When you apply, please indicate that you are responding to the posting on Conservation Job Board.

Category Admin & Leadership, Wildlife
Tags Outreach